Configuring team custom fields

21 October 2020 06:10

This article describes how to configure team custom fields in the PlayHQ admin portal.

Overview

Custom fields allow additional information to be captured from teams during registration/team creation. They also allow administrators to record information against team registrations in the PlayHQ Admin Portal without the fields being presented to team organisers during registration.

Custom fields can be created by both associations and clubs, and can only be edited by the organisation that created them.

PlayHQ currently supports textbox and dropdown list custom fields.

Viewing custom fields

Custom fields are configured on a season by season basis and can be viewed in the registration setup section of a competition season.

As an association

To view your association's custom fields, select Competition Management, then the relevant Competition, Season, then the Registration tab, and Custom Fields sub-tab, and scroll down to the 'Team' section.

As a club

To view your association's custom fields, select Competition Management, My Competitions tab, and select the relevant competition season's "View" button, then the Registration tab, and Custom Fields sub-tab, and scroll down to the 'Team' section.

Note: If the association has created and made custom fields available on club profiles or registration forms in the season, they will be displayed at the top of the club's custom field list. Custom fields created by the association cannot be edited by a club and appear greyed out and with a closed lock icon.

Creating a text box custom field

Text box custom fields are useful for capturing free-text responses from teams of up to 100 characters.

To create a text box, select New from the custom field list:

In the New Custom Field form, type a succinct field Label that will be displayed on registration forms - the label entered becomes the question that you require the team organiser to respond to. Select the Text Box type:

Select the profile pages and registration forms that the custom field will be displayed on:

For Associations:

Selecting the 'Clubs' Profiles & Reports setting will display the custom field to Club Administrators who view a team's registration details on the team profile page in the admin portal. This setting will also make custom field available for Club Administrators creating teams within the admin portal, and display the field in the Team Entries report

Selecting the 'Team to Season' option will cause the custom field to be displayed on the association 'Team to Season' registration form

Finally, select Create and the custom field will appear at the bottom of your list of custom fields:

Note: You can re-order the list of custom fields by clicking on the handle on the left side of each custom field and dragging to a new position.

Creating a dropdown list custom field

Dropdown lists are useful for capturing one of a fixed set of responses from the team organiser, such as a 'Yes'/'No' response, or a training day preference.

To create a drop-down list, select New from the custom field list:

To add additional options, select Add Option then complete the option labels:

Each option label can be up to 50 characters in length.

Up to 25 options can be created for a single dropdown list. Use a Text Box custom field if you require more than 25 options.

Options can also be re-arranged using the handle on the left side of each option and dragging to a new position:

Options can also be removed by selecting the rubbish bin icon on the right side of each option:

For Associations:

Selecting the 'Team to Season' option will cause the custom field to be displayed on the association 'Team to Season' registration form

Finally, select Create.

The custom field will appear at the bottom of your list of custom fields:

Note: You can re-order the list of custom fields by clicking on the handle on the left side of each custom field and dragging to a new position.

Edit a custom field

Custom fields can be edited by selecting the Pencil icon on the custom field list:

Make the necessary changes and select Save:

Custom fields can only be edited by the organisation that created them. If you are a club, you will not be able to edit the association's custom fields.

Editing a custom field after registrations have opened may impact existing data. See below for a list of supported changes and their impact.

Change	Impact
Update label	The updated label will be displayed on registration forms.
Add new dropdown list option	The new option will be selectable on registration forms.
Remove dropdown list option	The option will no longer be displayed on registration forms. If data has already been collected for the removed option, a warning message will be displayed and data collected for the option will be permanently removed if you proceed.
Re-order dropdown list options	The new option order will be used on registration forms.
Select new profile page or form(s)	The field will be displayed on the new profile page or form(s).
De-select profile page or form(s)	The field will no longer be displayed on the de-selected profile page(s) and form(s). Data will be retained if collected on a de-selected profile page or form(s).

Reorder a custom field

Reordering a custom field will change the field's order on all registration forms and admin portal pages.

To reorder a custom field, select the custom field 'handle' on the left-hand side and drag the custom field to the desired position:

Remove a custom field

Removing a custom field will remove the field and any data collected for the field.

To remove a custom field, select the rubbish bin icon on the right side of the custom field list:

If no data has been collected for the field, a basic warning message will be displayed. Select Remove Custom Field to remove the custom field or Cancel to keep the field:

If data has been collected for a field, a red warning message will be displayed.

Please note that if you confirm to remove a custom field with data collected, all data collected for that field will be permanently removed. If you wish to remove the field but retain the data, select Cancel then edit the field and toggle the field's registration form visibility settings.

Collecting and viewing team data

Once your registration form setup is complete, team organisers will see your custom fields during registration:

All custom fields are mandatory to complete during registration, so ensure only relevant custom fields are included on the Team to Season' registration form.

Once a team has registered, their responses can be viewed by expanding the appropriate Registration History panel within the Teams area of the admin portal. An administrator can edit the responses provided as appropriate:

Populating custom fields while creating teams in the admin portal

Administrators creating teams within the admin portal will also see the relevant custom fields. They will display in the Additional Details section. All custom fields are optional to complete for Administrators creating teams in the admin portal.

For Associations

Any custom fields created by an association will be available to association Administrators while creating teams in the admin portal.

For Clubs

Any custom fields created by clubs or created by associations and made visible to club Profiles and Reports will be available for club Administrators while creating teams within the admin portal

Reporting on team custom fields

Team custom fields are added as columns to Team Entries Report in the same order as they are in the registration set-up area.

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